商务英语Unit 2 Letters, faxes and memos

Letters, faxes and memos

Contents 2.1 Communicating in writing 2.2 Letters 2.3 Memos

2.1 Communicating in writing Imagine the picture shows your desk. Identify the different kinds of correspondence.Letters: snail mail, 1st class mail (EMS), air mailEmail Facsimile (Fax)

Internal Memorandum (Memo) , NotePost card, Advertisement, etc.

Which of the items would you attend to first? Put them in order of priority.

2.2 Letters 2.2.1 EnvelopeMs Gillian Jones Personnel Manager James Brown & Sons Mme Jeanne Thibault Export Department Rhone-Moteurs SA 130 rue du professeur Nicolas 69008 Lyon Mr Masako Saito Publicity Controller United Products Ltd.

44-50 London RoadBrighton BN5 9KL

France Mr James Green Marketing Director

GREAT BRITAIN Green Industries Inc.999 Park Avenue Rockford IL 61125 USA

13 Kanda Surugadai 2-chomeChiyoda-ku Tokyo 101

JAPAN

Exercise Suppose now Mr George James is writing a letter to Ms Alison Freeman. Below is the information that you have to put on the envelope, please try to write the envelope and pay attention to the order of the elements. Mr George James/ Alan and James Ltd./ 77-81 London Road/ BL5 9AR/Bristol/ Quality House/ Great Britain/ Managing Director Ms Alison Freeman/ United Packaging Inc. / USA/ Green Bay/ Wisconsin/ WI 53405/ Marketing Coordinator/ 11 East Shore Drive

AnswerMr George James Managing Director Alan and James Ltd. Quality House 77-81 London Road Bristol BL5 9AR Great Britain

Stamp

Ms Alison Freeman Marketing Cooordinator United Packaging Inc. 11 East Shore Drive Green Bay Wisconsin WI 53405 USA

2.2.2 Layout and style A business letter contains: 1. company letterhead and logo 2. reference 3. date 5. attention line 7. subject line http://plimentary close 11.IEC blockNo. Element Attention

4. inside address 6. salutation 8. body 10. signature 12. postscript

1 12

StylesWhich of the styles and phrases would you find in American correspondence?Please let me know if this is convenient. Looking forward to hearing from you. Best wishes, Yours sincerely, Gillian Johns Ms Gillian Jones Publicity Co-ordinator Best regards, Harry S. Bulstrove

Export Sales Managerenc. Catalog and price list

A: Sincerely yours, Sincerely, Best regards and Cordially yours. B: Yours sincerely, Yours faithfully, Yours truly, Best wishes, & Kind regards

What do the abbreviations mean? PS p.p. c.c. or cc ref. Rd St Sq. No. (US#) c/o attn POB eg or e.g. ie or i.e. etc. & Co. plc or p.l.c. Ltd Corp. Inc.postscript per pro (on behalf of) carbon copy reference (number) Road Street or Saint Square number in care of for the attention of Post Office Box for example that is / in other words et cetera / and so on and Company Public Limited Company Limited

CorporationIncorporated

Business letter format 1. Full-block format (全齐头式) 2. Semi-block format (半

齐头式) 3. Conventional/Indented format (传统式)

LETTERHEADDate Addressee Inside Address Salutation: Re: Blocked Format This easy-to-type letter is becoming more and more popular and is widely used in many of today’s modern offices. It is a very efficient style because everything begins at the left margins, thereby eliminating the need for tabs. But critics say it looks somewhat crowded and imbalanced. Very truly yours,

(Signature) Typed name

LETTERHEAD

DateAddressee Inside Address Salutation: Re: Semi-blocked Format Modified block style has traditionally been the most commonly used of all letter styles. The most notable difference between this style and the full block is that the date and complimentary closing start at the center, or slightly to the right of center. This letter style is appealing to the eye and is very popular.

Very truly yours

(Signature) Typed name

LETTERHEADDate Addressee Inside Address Salutation: Re: Indented Format The distinguishing features of this letter format are that the subject line is indented and all paragraphs are indented too. It is important to remember that two tabs must be set: one for the date and complimentary close and one for the indentation of the subject line and paragraphs. This letter style may use more time to type than the previous two. Very truly yours,

(Signature) Typed name

2.2.3 Principles of business writingGolden Rules1. Give your letter a heading if it will make it easier for the reader to understand your purpose in writing. 2. Decide what you are going to say before you start to write or dictate a letter, because if you don t do this the sentences are likely to go on and on and on and on until you can think of a good way to finish. In other words you should always plan ahead. 3. Use short sentences. 4. Put each separate idea in a separate paragraph. Number each of the paragraphs if it will help the reader to understand better. 5. Use short words that everyone can understand. 6. Think about your reader. Your reader… …must be able to see exactly what you mean: your letter should be_______ …must be given all the necessary information: your letter should be_______ …is probably a busy person with no time to waste: your letter should be_______ …must be written in a sincere, polite tone: your letter should be_________ … should not be distracted by mistakes in grammar, punctuation or spelling: your letter should be________

Let’s use the ‘Golden Rules’

1. At the first look, which letter do you prefer to receive? Why? 2. Read the two letters carefully. Underline the features which you think are most effective and put a wavy line under any parts which you dislike. Refer back to the Golden Rules

Planning a Letter: 7 Steps Read the “7 Steps of Planning a Letter”, conclude each one with only THREE words.1. set the aim 3.arrange key points 5. write first draft 7. …… 此处隐藏：3760字，全部文档内容请下载后查看。喜欢就下载吧 ……